The Beginner’s Checklist for Sending Equipment Out for Calibration

If you’re new to calibration, it can be tempting to treat the process like a simple “ship it out and wait for the sticker” task. But the quality of a calibration result depends heavily on what you do before the instrument ever reaches the lab. 

Small oversights like missing paperwork, unclear scope, or choosing the wrong provider…can lead to delays, failed inspections, and even unusable calibration reports. This beginner’s checklist helps ensure your instrument comes back accurate, compliant, and audit-ready. 

 

Step 1: Confirm the Instrument Details 

Before sending anything out, gather the basics: 

• Model number and serial number also listing any options or modifications 

• Asset or inventory ID from your system 

• Current physical condition (damage, loose parts, missing accessories) 

• If available, provide “before” photos of noted damages 

• Last calibration date and interval requirements 

This information helps the lab know exactly what they’re working with and confirms you’re calibrating the right tool for the right ranges. 

 

Step 2: Verify the Required Calibration Scope 

Not all calibrations are the same. Ask yourself: 

• Does this instrument require ISO 17025 accredited calibration (regulated) or standard calibration (non-regulated)? 

• Does this instrument require ANSI/NCSL Z540.1, where a documented Test Uncertainty Ratio (TUR), or other decision rule is required? 

• Are there any tolerances that are non-standard (deviations from Manufacturer or recognized standards)? 

• Are there defined tolerances you must meet? 

In regulated industries like life sciences, aerospace, and defense, the calibration scope is critical. A generic “check” may not satisfy auditors. 

 

Step 3: Gather Documentation 

The more information the calibration lab has, the more accurate and efficient their work will be. 

Helpful documentation includes: 

• Previous calibration certificates (if available) 

• Repair or maintenance history 

• Usage notes or accuracy concerns 

• Manufacturer spec sheets (if specialized) 

This helps the lab understand baseline performance and detect trends or drift. 

 

Step 4: Choose the Right Calibration Provider 

Not every lab can (or should) calibrate every instrument. Consider: 

What to Check	Why It Matters
Capability for your instrument & range as well as for tolerance and acceptance criteria	Avoids out-of-scope or partial calibrations
Turnaround time	Minimizes downtime
Traceability evidence	Essential for audits and regulated environments

If you need defensible results, accreditation is your best protection. 

 

Step 5: Prepare and Package the Equipment 

A poorly prepared instrument can fail unnecessarily or get damaged in transit. 

Before shipping: 

• Share any “before” pictures of any damaged mentioned 

• Clean the instrument to prevent measurement interference 

• Remove extra accessories unless required for calibration 

• Label the instrument clearly with ID or paperwork 

• Use proper protective packaging 

Good preparation reduces rework and ensures the lab can start immediately. 

 

Step 6: Specify What You Expect on Return 

A calibration certificate is more than a receipt — it is your proof of traceability. 

 

Expectations on intervals/due dates: 

• As-found and as-left data 

• Measurement uncertainty 

• Traceability to SI units (NIST, etc.) 

• Pass/fail criteria 

• Adjustment policies 

Without this, auditors may question the result. 

 

Step 7: Track and Record the Results 

Once the instrument returns, make sure you: 

• Review the certificate for completeness and accuracy to your requirements 

• Review/check the instrument for functionality BEFORE it gets used 

• Update your calibration management system or log 

• Record the next due date 

• Keep the certificate accessible for audit 

• Flag any issues or recommended follow-ups 

Proper tracking prevents overdue calibrations — a common audit finding. 

 

Common Beginner Mistakes to Avoid 

• Sending equipment without documenting history
• Assuming any calibration is “good enough”
• Forgetting accessories needed for test conditions
• Relying only on the sticker — not the certificate
    

Final Takeaway 

A smooth calibration process starts before the instrument leaves your facility. With a basic preparation checklist, you get clearer results, faster turnaround, and far fewer surprises when the equipment comes back. 

When you’re confident in the preparation process, you’re also more confident in the measurements — and that’s what calibration is ultimately about.